Executive Assistant Operations - Remote

Job summary Location: Remote Employment Type: Full-Time Compensation: $7.00–$9.00/hour Reports To: Chief Operating Officer Schedule: Monday–Friday, 9:00 AM–6:00 PM Central Time (CT), with a 1-hour unpaid break About Performance AI Performance AI helps organizations modernize and improve their operations through AI-powered solutions that increase efficiency, automate workflows, and deliver measurable business results. We work with healthcare organizations, enterprise clients, and high-growth businesses to design, implement, and scale AI solutions. We are seeking a highly organized, proactive, and detail-oriented Operations Executive Assistant to work directly with our Chief Operating Officer. This role is ideal for someone who enjoys creating structure, coordinating projects, organizing information, managing priorities, and ensuring important operational initiatives continue moving forward without constant supervision. You will serve as an extension of the COO, helping manage operational priorities, coordinate cross-functional initiatives, maintain internal documentation, organize HubSpot CRM, and provide leadership with clear and timely visibility into project progress, deadlines, and outstanding priorities. Position Overview The Operations Executive Assistant will provide hands-on operational and administrative support to the Chief Operating Officer. This includes coordinating projects, organizing executive priorities, tracking action items and deadlines, maintaining documentation, managing CRM information, and helping ensure key initiatives stay on schedule. This position goes beyond traditional Executive Assistant responsibilities. You will contribute to building scalable operational systems, improving internal processes, coordinating work across departments, and identifying potential issues before they become significant obstacles. Success in this role means keeping operations organized and moving forward while allowing executive leadership to spend more time focused on strategic priorities and company growth. Key Responsibilities Executive Support Manage executive calendars, scheduling, appointments, and meeting coordination. Prepare meeting agendas, materials, and well-organized meeting notes. Track action items, deadlines, commitments, and follow-ups. Provide proactive updates on projects and priorities without waiting to be asked. Coordinate internal meetings and executive communications. Help organize and prioritize executive responsibilities. Ensure important tasks, commitments, and follow-ups are consistently completed. Operations & Project Coordination Maintain project tracking and task management using ClickUp and other approved project management platforms. Coordinate cross-functional initiatives involving multiple departments. Monitor project timelines, deliverables, and overall progress. Identify potential blockers, risks, and delays proactively. Communicate and escalate issues when appropriate. Help ensure operational initiatives remain aligned with company priorities. Support the implementation and improvement of operational workflows and processes. Documentation & Knowledge Management Organize and maintain Google Drive files, folders, documentation, and shared resources. Assist with developing, documenting, and maintaining Standard Operating Procedures (SOPs). Create and prepare presentations, reports, operational documents, and executive summaries. Ensure company documentation remains accurate, organized, accessible, and easy to navigate. Help improve documentation standards and knowledge-management systems over time. CRM & Sales Operations Support Maintain accurate HubSpot CRM records, including contacts, companies, deals, activities, and pipeline information. Assist with CRM cleanup, organization, data accuracy, and ongoing maintenance. Support leadership with monitoring sales activities and customer follow-ups. Assist with preparing customer presentations, proposals, and supporting sales materials. Organize customer documentation, files, and shared folders. Provide administrative support throughout the sales process. Process Improvement Identify operational gaps, inefficiencies, and areas for improvement. Recommend practical solutions to improve workflows and team productivity. Help develop scalable processes and systems that support company growth. Assist with implementing operational automations where appropriate. Continuously improve systems that increase visibility, accountability, efficiency, and execution. Required Qualifications 3–5 years of experience in executive assistance, operations coordination, project coordination, administrative support, or a similar operational role. Previous experience supporting executives, founders, or leadership teams. Excellent written and verbal English communication skills. Strong organizational, time-management, prioritization, and multitasking abilities. Experience with project management platforms such as ClickUp, Asana, Monday.com, Trello, Jira, or similar tools. Strong proficiency with Google Workspace, including Gmail, Docs, Sheets, Slides, Drive, and Calendar. Proficiency with Microsoft Office, including Word, Excel, and PowerPoint. Hands-on experience with HubSpot CRM or similar platforms such as Salesforce, Zoho CRM, or Pipedrive. Experience maintaining customer records, updating pipelines, organizing contacts, and supporting sales operations. Comfortable using AI tools such as ChatGPT, Gemini, Claude, or similar platforms to improve productivity, research, documentation, and workflows. Experience using Canva to create professional business documents and presentations. Basic photo-editing experience using Canva, Photoshop, Figma, or similar tools. Basic video-editing experience using Canva, CapCut, Premiere Pro, or similar tools. Preferred Qualifications Experience working directly with founders or C-suite executives. Previous experience in a startup, AI, technology, or high-growth environment. Experience supporting multiple executives simultaneously. Experience coordinating cross-functional operational projects. Experience creating and maintaining SOPs and internal documentation. Experience developing or maintaining knowledge-management systems. Experience supporting sales operations and CRM administration. What We're Looking For At Performance AI, we believe technical skills can be learned and developed, but character, ownership, and professional judgment are essential for long-term success. We are looking for someone who brings not only the required experience but also the mindset and work ethic needed to succeed in a fast-moving, high-growth environment. The ideal candidate: Takes full ownership of their responsibilities and follows through on commitments. Proactively communicates progress, priorities, and potential blockers without being asked. Thinks ahead and anticipates the needs of executive leadership. Communicates clearly, professionally, and respectfully. Demonstrates exceptional attention to detail and consistently delivers high-quality work. Handles confidential and sensitive information with professionalism and discretion. Adapts quickly to changing priorities while remaining organized and dependable. Welcomes feedback and actively looks for opportunities to improve. Uses AI tools effectively to increase productivity while applying sound judgment and critical thinking. Works collaboratively and contributes positively to the team. Demonstrates accountability, reliability, integrity, and a strong sense of ownership. Success Measures Success in this position will be measured by your ability to: Provide leadership with clear visibility into project progress, priorities, and outstanding items. Ensure projects, action items, and follow-ups are completed accurately and on time. Ensure executive meetings result in clear ownership, deadlines, and follow-through. Keep documentation organized, accurate, current, and easy to access. Maintain a clean, accurate, organized, and consistently updated HubSpot CRM. Reduce the amount of time leadership spends on administrative coordination. Help leadership remain focused on strategic and growth-oriented initiatives. Improve operational processes so they become increasingly standardized, efficient, and scalable as the company grows. Why Join Performance AI? At Performance AI, you will play an important role in supporting the systems, people, and processes that keep a growing AI company operating effectively. You will work directly with executive leadership, contribute to meaningful operational improvements, coordinate important initiatives, and help develop scalable systems and processes that support the company's continued growth. This is an opportunity for someone who wants to take ownership, solve problems, improve the way teams work, and make a direct impact on the company's day-to-day execution. If you enjoy solving operational challenges, creating structure from complexity, supporting executive leadership, coordinating projects, and building systems that help teams work more efficiently, we'd love to hear from you. Please submit your resume in PDF format when submitting your proposal.